Program Leader Handbook - International Education and ...

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Appalachian Overseas Education Programs Program Leader Handbook
Highlight your program specific crisis management plan: (refer to the Appalachian-ICMP when designing your plans)
- Emergency contingency plan: Explain to students what procedures they should follow in case of a crisis such as a political
or natural disaster emergency (e.g. location of gathering place for emergencies) and remind students of the importance
of carrying their “emergency contact cards” with them at all times, should they not be able to join the group. Also explain
what students should do in case they get separated from the group at any time.
- Communication with friends and family: Explain to students that while it is a participant’s instinct to call, text message,
or e-mail home and friends when a crisis occurs, a panicky phone call, cryptic text message or e-mail message could
elicit unnecessary anxiety and impair reasoned judgment. Discuss emergency communications with your program participants
and advise them to be careful about their discussion with local or international media about the crisis. Remind students
that the Associate Vice Chancellor for Public Affairs is the only official spokesperson authorized to speak to the
media on behalf of Appalachian during a crisis situation.
- Evacuation and program cancellation procedures and criteria: Discuss how the program leader will assess the situation
together with OIED and the Appalachian-ICMP team in consultation with the nearest U.S. Embassy or Consulate.
Explain that if a participant refuses to comply with an evacuation procedure, a release form should be signed.
- Student crises: Highlight steps students should follow in situations such as harassment, missing classmate, legal or
medical issues, and remind students to refer to the AOEP Student Handbook for more details.
- What to do in case the program leader is incapacitated: Explain the availability of assistance on site as well the possible
involvement of program associates and what to do in case you are not able to continue leading the program.
Explain how, in case you are not able to do so yourself, students should contact OIED at the contact numbers listed in the
AOEP Student Handbook or, if no answer, Appalachian Police at 828-262-8000 (24/7) with appropriate details of the crisis
situation following the guidelines provided in the International Incident Report Form (included in the Appalachian-
ICMP and the AOEP Student Handbook). Brief the students on the role of the Appalachian-ICMP team.
6. Academic and Behavioral Expectations
Discuss the AOEP Code of Conduct’s expectations and consequences for non-compliance to the Code (see Appendix E).
Remind students of the following points in particular:
- Students may not use or possess illegal drugs […] and will be subject to the laws of the country they are visiting, and
will be responsible for retaining and paying for legal representation. A student in possession of illegal drugs will be subject
to immediate termination in the program and be sent back to the U.S. at his or her own expense. Additionally, explain
that penalties for using illegal substances in the program destination can be much stiffer than in the U.S., and that there is
nothing a program leader or the U.S. embassy can do to assist a student who is caught breaking the laws of the host country.
- Occasional drinking of alcoholic beverages in moderation is permitted provided that students are of legal age in the
country in which they are visiting. Excessive drinking is determined by behavior detrimental or incompatible with the interest,
harmony and welfare of the university, or program, or program participants. Program participants engaging in
such behavior accept responsibility and waive their right of process and consent to being sent home at their own expense.
- Students are expected to be on time for scheduled program events or activities [as the program leader] will not stay behind,
but will continue on the schedule with the group. Unless otherwise stated, a student’s participation in all scheduled
AOEP activities is required.
- Students must always notify the program leader of their whereabouts if they deviate from the group activities.
- When necessary, the program leader will determine the appropriate disciplinary action required for violations of the
AOEP Student Code of Conduct. The program leader’s decision is final.
Additional student behavioral responsibilities: If your program requires additional expectations and student responsibilities,
you may want to go over them and have the students sign “a contract” specific to your program.
Explain that in many countries around the world, counterfeit and pirated goods are widely available. Inform the students
that transactions involving such products may be illegal under local laws and that bringing back such products to the U.S.
may result in forfeitures and/or fines or other legal difficulties.
Go over the program’s course syllabus and remind students that to receive academic credit, they must participate in all
pre–and post–travel orientation and academic sessions, attend all on-site scheduled events and complete all course
requirements. OIED recommends that you outline in writing the following information on your AOEP course syllabus:
- student behavioral expectations in addition to academic expectations;
- academic, behavioral and financial consequences for non-compliance with Appalachian’s Code of Student Conduct;
- the program leader’s authority to expel/send a student back home for non-compliance with the Code of Conduct.
Revision Date 5/8/13
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